WEST HANTS REGIONAL MUNICIPALITY · The Municipality has the right to request that an Extended Reporting Endorsement be purchased by the Proponent at the Proponent’s sole expense

Request for Proposal WWHPW20-08 Hantsport Fire Station 5/29/2020

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WEST HANTS REGIONAL MUNICIPALITY

INFORMATION TO TENDERERS – SECTION 1

Municipality: West Hants Regional Municipality 100 King Street

Windsor, Nova Scotia, B0N 2T0 Contact Persons: Karrie Ritchie Brad Carrigan, P.Eng. Public Works Admin Project Engineer [email protected] [email protected] 902-798-8391 x125 902-798-8391 x126 1. Bid Submission:

1.1 Proponents are invited to register for automatic updates by sending an email request; include the WWHPW Tender # in the title to [email protected]. Please note that this email address is not to be utilized for bid submissions; only registration and bid clarification inquiries. Official electronic bid submission must be submitted in accordance with Section 1.7.

1.2 Proponents must have a current and valid Letter of Good Standing issued by the Nova Scotia Construction Safety Association or an approved WCB Safety Certifying partner. A copy of which must be submitted with the proposal.

1.3 Out of province companies shall submit, with their proposal, a current and

valid letter of Good Standing from a member of the Canadian Federation of Construction Safety Association (CFCSA) or from a recognized safety association which utilizes an external audit element. A copy of which must be submitted with the proposal.

1.4 Proponents must satisfy all requirements under the Nova Scotia OHS Act and

applicable regulations prior to being awarded a contract. 1.5 Proponents must supply a Certificate of Good Standing from the Workers

Compensation Board of Nova Scotia. A copy of which must be submitted with the proposal.

1.6 This is a two-part submission process. Each part must be submitted in a separate sealed envelope (or as a separate email submission) and marked clearly as either Technical Submission or Commercial Submission.

1.7 Responses may be hand delivered or couriered to the Municipality at the

address below; alternatively responses can be submitted electronically

mailto:[email protected]


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according to the explicit instructions in section 1.9. All hard copy responses shall also include one electronic copy on USB drive.

1.8 Submit completed Tender documents in a sealed envelope, marked as:

Tender # WWHPW20-08 Hantsport Fire Station RFP

Closing at 2:00 p.m. local time, June 25, 2020

TO: West Hants Regional Municipality Public Works Administration Office 100 King Street Windsor, Nova Scotia, B0N 2T0

1.9 Electronic (email) submissions will only be accepted if all the following criteria are met:

a. The entire bid document presented and issued in Adobe PDF format; b. The PDF documents are emailed to WWH Document Control

([email protected]) by no later than 2:00pm Atlantic Daylight Time, of the stated closing date;

c. Emails must contain both of the following: i. Part 1 must include a subject line which reads:

Electronic Bid #WWHPW20-08: Hantsport Fire Station RFP – Technical Submission (Part 1); and

ii. Part 2 must include a subject line which reads: Electronic Bid #WWHPW20-08: Hantsport Fire Station RFP – Commercial Submission (Part 2); and

iii. “Read Receipt” must be turned on, which will be acknowledged by staff upon opening of the email submissions.

All PDF documents received will remain unopened until 2:15pm on the stated closing date. At which time, Part 1 will be opened by municipal staff along with any hard-copy bids received by letter/courier mail.

2. Fuel Adjustment:

2.1 There is NO fuel adjustment for this tender. 3. Tender Opening:

3.1 Proposals will be opened on 6/25/2020. Opening will be at 2:15 pm at the Public Works Administration Office, 100 King Street, Windsor, Nova Scotia.



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4. Document Deposit: 4.1 None Required

5. Accuracy of Referencing:

5.1 Indexing and cross-referencing are for convenience only. 6. Conditions of Tendering:

6.1 Proponents are fully responsible for understanding the content requirements of all contract documents in preparation of their proposal.

7. Tenderer to Investigate:

7.1 Proponents will be deemed to have familiarized themselves with existing sites and all other conditions which may affect performance of the contract. No plea of ignorance of such conditions because of failure to make all necessary examinations will be accepted as a basis for any claims for extra compensation or an extension of time.

8. Clarification of Addenda:

8.1 Notify Municipality not less than five (5) working days before bid closing of omissions, errors, questions or ambiguities found in the contract documents. If the Municipality considers that correction, explanation or interpretation is necessary; a written addendum will be issued. All addenda will form part of the contract documents.

9. Tender Price

9.1 Price shall be in Canadian dollars and include labour, freight, duty, equipment rates and charges in force at the time of award. Clearly identify each item within Tender response. Prices are not to include HST.

9.2 The successful proponent will be issued a Purchase Order or written Contract following the Municipality’s decision to accept the proposal.

10. Notices:

10.1 By submitting a proposal the proponent agrees to public disclosure of its contents subject to the provisions of the Municipal Government Act relating to Freedom of Information and Protection of Privacy. Anything submitted in the


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bid the proponent considers “personal information” or “confidential information” of a proprietary nature should be marked confidential and will be subject to appropriate consideration under the Municipal Government Act as noted above.

11. Tender Security: None Required 11.1 If required, tender security must be received in the form of a Bid Bond,

specifying the West Hants Regional Municipality as the obligee, prior to the RFP closing date. Any proponents without a Bid Bond may be disqualified from the decision to award work.

11.2 All proponents will have their Bid Bonds returned to them within 30 days of successful proponent executing a contract to perform the project.

12. Contract Security: None Required

12.1 If required, performance security must be submitted to the West Hants Regional Municipality within one week of the award letter, in the form of a Performance Bond, or a certified cheque.

12.2 If the performance security hasn’t been provided within one week the Municipality reserves the right to cancel the contract and award the work the next successful proponent.

12.3 The performance security bond will be returned to the proponent 12 months

from the Substantial Completion of the project. 13. Return of Proposal Security:

13.1 If Proposal Security is required, return of security will occur on two different occasions: a) Successful bidder - upon receipt of contract security or bonding b) Unsuccessful bidder - upon award of the contract to the successful bidder.

14. Insurance:

14.1 Standard Form Automobile Liability Insurance that complies with all requirements of the current legislation of the Province of Nova Scotia, having an inclusive limit of not less than $2,000,000 per occurrence for Third Party Liability, in respect of the use or operation of vehicles owned, operated or leased by the Proponent.


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14.2 The Proponent shall take out and keep in force Professional Liability insurance in the amount of $2,000,000 providing coverage for acts, errors and omissions arising from their professional services performed under this Agreement. The policy SIR/deductible shall not exceed $25,000 per claim and if the policy has an aggregate limit, the amount of the aggregate shall be double the required per claim limit. The policy shall be underwritten by an insurer licensed to conduct business in the Province of Nova Scotia and acceptable to the Municipality. The policy shall be renewed for 2 years after contract termination. A certificate of insurance evidencing renewal is to be provided each and every year. If the policy is to be cancelled or non-renewed for any reason, 90 days notice of said cancellation or non-renewal must be provided to the Municipality. The Municipality has the right to request that an Extended Reporting Endorsement be purchased by the Proponent at the Proponent’s sole expense.

14.3 Commercial General Liability, underwritten by an insurer licensed to conduct

business in the Province of Nova Scotia, for a limit of not less than $2,000,000 per occurrence, an aggregate limit of not less than $2,000,000, within any policy year with respect to completed operations and a deductible of not more than $25,000. The insurance coverage shall not be less than the insurance provided by IBC Form 2100 and IBC Form 2320. The policy shall include an extension for a standard provincial and territorial form of non-owned automobile liability policy. This policy shall include but not be limited to:

a) Name the West Hants Regional Municipality as an additional insured b) Cross-liability and severability of interest c) Blanket Contractual d) Products and Completed Operations e) Premises and Operations Liability f) Personal Injury Liability g) Contingent Employers Liability h) West Hants Regional Municipality and Proponents Protective i) Broad Form Property Damage j) Firefighting Expenses k) Elevator and Hoist Liability l) Attached Machinery – while loading & unloading

14.4 The CCDC under GC 11.1 Insurance includes the following verbiage:

“General liability insurance shall be maintained from the date of commencement of the Work until one year from the date of Substantial Performance of the Work. Liability coverage shall be provided for completed operations hazards from the date of Substantial Performance of the Work, as set out in the certificate of Substantial Performance of the Work, on an


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ongoing basis for a period of 6 years following Substantial Performance of the Work.”

14.5 The following may apply:

a) If applicable to the construction project described in the Agreement, coverage shall include shoring, blasting, excavation, underpinning, demolition, pile driving, caisson work and work below ground surface including tunneling and grading.

b) If the work involves asbestos removal, the policy shall either provide coverage for this exposure or coverage shall be provided through a Professional Liability Policy.

c) To achieve the desired limits, umbrella or excess liability insurance may be used.

15. Amendment or Withdrawal of Proposal:

15.1 Proposals may be amended or withdrawn by letter or email. Amendment or withdrawal by letter or email must be verified by registered letter, postmarked prior to the date and time of closing.

15.2 Amendments to individual unit prices is the only acceptable price

amendment. Amendments shall not disclose either original or revised total price and should be submitted in a separate, sealed envelope (or separate email).

15.3 Head amendment or withdrawal as follows: “Amendment/Withdrawal of Submission for (Contract Number - Name of Project)”. Sign and seal as required and submit at address given for receipt of proposals prior to time of closing. Electronic Amendment/Withdrawals shall be submitted to Document Control [email protected].

16. Informal or Unbalanced Tenders:

16.1 Proposals which, in the opinion of the Municipality, are considered to be informal or unbalanced, may be rejected.

17. Privilege:

17.1 This RFP neither expresses nor implies any obligation on the part of the Municipality to enter into a contract with any proponent submitting a proposal or proposals.

17.2 The Municipality reserves the right to reject all or any proposals, and to not



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necessarily accept the lowest proposal. The Municipality may accept any proposal or any portion of any proposal that may be considered in the best interests of the Municipality in its sole and absolute discretion. The Municipality also reserves the right in its sole and absolute discretion to waive any formality, informality, or technicality in any proposal. This includes the right to accept a proposal that is not strictly compliant with the instructions in the RFP document.

17.3 The Municipality reserves the right to negotiate, after the RFP Closing Date,

with any proponent to finalize service arrangements in the best interests of the Municipality.

17.4 The Municipality shall not be bound by trade or custom in dealing with and/or

evaluating the responses to the RFP. The Municipality reserves the right to interpret any and all aspects of this RFP as may be most favorable to the Municipality.

17.5 Without limiting the generality of this section and for certainty, by submission

of a proposal in response to this RFP, each proponent represents and shall be deemed to accept and agree to the following conditions:

a) Proponent shall be solely and fully responsible for all costs associated with

the development, preparation, transmittal, and submission of any proposal or material in response to this RFP, including without limitation the costs of any in-person presentation of proposals, regardless of the locations which the Municipality may require, and all costs incurred by a proponent during the selection process and any negotiations.

b) Each proponent waives any claim against the Municipality for any

compensation of any kind whatsoever as a result of its participation in or providing a response to this RFP process, including without limitation any claim for costs of proposal preparation or participation in negotiations, or for loss of anticipated profits, whether based in contract including fundamental breach, tort, equity, breach of any duty, including, but not limited to breach of the duty of fairness, breach of any obligation not to accept non-compliant proposals or any other cause of action whatsoever.

17.6 In submitting a proposal, the proponent has accepted the reservation of

rights as set out herein and agrees to be bound by same.


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18. Late Tenders:

18.1 Late proposals will be returned, unopened to the Proponent.

19. Mandatory Documents:

19.1 Copy of Letter of Good Standing issued by the NSCSA, an approved WCB safety certifying partner, or the CFCSA

19.2 Certificate of Good Standing from the Workers Compensation Board of Nova Scotia

19.3 Copy of General Liability Insurance, naming the Municipality as additional

insured: West Hants Regional Municipality, 76 Morison Drive, Windsor, NS B0N 2T0

19.4 Copy of Professional Liability Insurance Certificate for errors and omissions to

cover all design professionals. Coverage must be maintained for a minimum of 2 years following completion of construction.

19.5 A letter from the proponent’s insurer, or some other form of proof acceptable to the Municipality, demonstrating the proponent’s ability to meet or exceed the remaining insurance requirements of the RFP.

19.6 The previously mentioned Contract Documents are to be read into and form

part of the Agreement and the whole shall constitute the Contract between the parties and subject to law and the provisions of the contract documents shall inure to the benefit of and be binding upon the parties hereto, their respective heirs, legal representative, successors, and assigns.

20. Right and Remedies:

20.1 The duties and obligations imposed by the Contract Documents and the rights and remedies available there under shall be in addition to and not a limitation of any duties, obligations, rights, and remedies otherwise imposed or available by law.

20.2 No action or failure to act by the Municipality or Contractor shall constitute a waiver of any right or duty afforded any of them under the Contract, nor shall any action or failure to act constitute an approval of any acquiescence in any breach there under, except as may be specifically agreed in writing.


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21. Contractor’s Indemnification:

21.1 The Contractor agrees to indemnify and save the Municipality harmless against all claims, suits, demands, damages, expenses, disbursement and costs on a Solicitor and Client bases which the Municipality may incur as a result of any act or omission by the Contractor. The Contractor acknowledges that it is not an employee of the Municipality, but is an independent Contractor.

21.2 The Contractor agrees to defend, indemnify and save harmless the Municipality from and against any and all claims of any nature, actions, causes of action, losses, expenses, fines, costs (including legal costs), interest or damages of every nature and kind whatsoever arising out of or related to the Contractor’s status with WCB. This indemnity shall be in addition to and not in lieu of any proof of WCB status and compliance to be provided by the Contractor in accordance with this Contract, and shall survive this Contract

22. General Specifications:

• Any attempt by the proponent or any of its employees, agents, contractors, or representatives to contact members of Municipal Council or Municipal staff not identified in this RFP may lead to disqualification.

• The contractor must carry out operations in accordance with the Motor Vehicle Act, Occupational Health and Safety Act, and any other applicable statute required by law.

• Safety shall be the sole responsibility of the contractor engaged in the work. The contractor shall ensure that adequate safety precautions are taken when pedestrians are present. The contractor acknowledges that the Municipality assumes no responsibility for third party claims arising out of the acts or omissions of the contractor engaged in the work.

• Billing by the contractor will be monthly and invoices will be paid by the Municipality no later than thirty (30) days from date of receipt.

• Non-compliance with the terms of this tender document, such as lateness, incomplete or unsatisfactory work will be considered sufficient grounds for immediate termination of the contract.

*** End of Section 1 ***


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CONDITIONS AND REQUIREMENTS – SECTION 2 1. Proponents must have the safety certification outlined in section 1.1 and must ensure

public safety at all times. 2. All work is to conform to the Occupational Health and Safety Act. 3. All work to be performed in a workmanlike manner to approved standards.

4. All goods and materials provided by shall be CSA Group, certified and tested. 5. Invoices shall indicate HST with appropriate registration number, indicated as a

separate item.

6. Proponents agree to comply with all legislation in effect from time to time, including any Federal, Provincial and Municipal legislation, regulations or By-laws, which are applicable to the operations of the contractor respecting this Contract.

7. Should there be any questions regarding the interpretation of this Contract, the

Municipality’s interpretation shall govern. 8. The Municipality reserves the right to request that any or all proponents clarify and

make revisions to their proposal. The Municipality may choose to meet with one, several, or all proponents to discuss aspects of their bid. The Municipality is not obligated to seek clarification from any proponent with regards to any aspect of its bid.

9. The Municipality is not bound to accept any bid. Further, the Municipality reserves

the right to accept or reject any bid in whole or in part, waive any irregularities in the tendering process, and to discuss different or additional items to those included in this RFP, at its sole discretion. The Municipality may invalidate this RFP and may issue a second RFP at its sole discretion.

10. Unless otherwise stated by the Municipality, proponents shall at his/her expense remedy all deficiencies performed or provided under this contract for a period of one (1) year after date of acceptance by the Municipality, or as specified in the Contract.

11. Unless otherwise stated by the Municipality, proponents shall warranty all material

and equipment installed by him/her, or incurred under this contract, for a period of one (1) year, after date of acceptance by Municipality.

***End of Section 2***


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SUPPLEMENTAL SPECIFICATIONS – SECTION 3

On April 1, 2020, The Town of Windsor and the Municipality of the District of West Hants consolidated into a single municipal unit “West Hants Regional Municipality”, leading a significant municipal-reform process; a model highly regarded within the Province of Nova Scotia by other municipal units. The former rural district of West Hants surrounds the former Town of Windsor. The former Town of Hantsport underwent a dissolution process and joined West Hants in 2015 and is now a fully integrated community of West Hants. The region of Windsor and West Hants is one whose history and present lifestyle are affected by the highest tides in the Minas Basin, predominately by the Avon River system. With an average of 287 days of sunshine, it is the ideal place to enjoy outdoor activities such as hiking, biking, skiing and boating. The climate and soil quality supports various agricultural and resource-based activities which in turn support local wineries, retail and farming operations. The community of Windsor is home to many retail businesses, schools, 24/7 emergency and hospital services which serve the broader West Hants community. The region of Windsor and West Hants is a centrally located, thriving, growing collection of communities interspersed with rolling hills, treescapes and water views. With a travel time of only 35 minutes to the provincial capital of Halifax, the Stanfield International Airport and known as the gateway to the Annapolis Valley it is an ideal location to live, work and grow. West Hants’ population of 15,368 residents, residing in 1,244 square kilometers is dispersed between three municipal-serviced growth centers (communities of Falmouth, Hantsport and Three Mile Plains), along with rural expanses resulting in a population density of 12.4 persons per square kilometer. Windsor’s more urban population of 3,625 residents, residing in 9.1 square kilometers provides the region with common municipal services. Windsor has a population density of 398 persons per square kilometer. The existing Hantsport Fire Station building constructed around 1970, is a one-story building consisting of an assembly hall and truck garage with five bays. The 2014 OPUS Report classified the building in “fair” condition, with numerous recommendations for upgrade and/or immediate improvement. In April 2020, a directive was received by the Public Works department to proceed with the development of a Request For Proposal (RFP) to perform the Design-Bid-Build Services for a new Hantsport Fire Station to be owned by the West Hants Regional Municipality.


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1. The West Hants Regional Municipality is seeking proposals from qualified proponents for the Design-Bid-Build of a replacement Fire Station Facility to be constructed on the existing property at the corner of Oak Street and William Street in Hantsport, NS.

2. The intent of this proposal is to design and construct the best possible facility, including furniture, fixtures and equipment and design fees; within the overall project funding limit of two million, six-hundred thousand dollars ($2,600,000), that best supports the Municipality’s vision, mission and values.

3. The scope of this proposal will involve an assessment of the location for the proposed new fire station build. This will include allowing for demolition of both existing buildings (5 Oak Street and 36 William Street) by the successful Contractor.

4. For the purpose of this proposal, proponents should consider both parcels of municipal land (5 Oak Street and 36 William Street) to be consolidated into a single parcel of property.

5. Proposals must be detailed enough to demonstrate how the proponent’s expertise, staff and resources best meets the needs of the Municipality as described in this RFP, however it is requested that all proposals not exceed 10 pages in length, plus applicable certificates as attachments.

6. The proposal shall include the following information: Brief corporate summary Summary of recent related engineering/design/architecture project experience Project management experience Proposed organizational chart for the intended project CV of all resources that are proposed to have direct responsibility (maximum one

page per person) Current Certificate of Good Standing from the Engineers Nova Scotia and other

applicable licensing boards

7. All CV’s shall, at a minimum, contain the following information: Name and credentials Position and/or area of practice in the firm Education, training and experience Proposed relationship with client Back up personnel to support principal staff during absence or staff turnover

8. Methodology should generally conform to the project services requested. However, proponents are encouraged to prepare a scope of work that will provide the best possible service given the scale of the project. Services that do not directly meet the


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services requested, but which the proponent feels will enhance the quality of the product should be submitted as “Additional Services”.

9. Proposals will be evaluated and ranked according to the following criteria:

Technical Ability 10%

• experience with similar projects • proven ability with similar projects • technical resources/in house services • description of similar municipal projects with references • quality control procedures Project Team 10% • team experience with similar projects • human resources and qualifications of key personnel, including back up

personnel • communications and reporting procedures and availability of key staff Proposed Solution 50%

• quality of proposed solution to meet project needs • magnitude of scope relative to a full turn-key solution • options offered for customer-design input flexibility • level of distinctiveness the solution provides for the region • contingency for possible site geotechnical issues • options offered for value-added building and site improvements

Quality of Proposal 5%

• level of effort, presentation, and thoroughness Commercial Evaluation 25% • Calculated at: Lowest Tender Price / Proponent’s Tender Price x 25

10. Note that only proponents that score a minimum of 75% on the Technical Evaluation will proceed to be evaluated for Commercial Evaluation.

11. For the purpose of design, code requirements should be based on a total occupancy of 150 persons. Building must be designed to meet all National Building Code and public building accessibility standards (based on 2030 RHFAC certification).

12. General site design shall include the following:


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• Demolition of both existing buildings at 5 Oak Street and 36 William Street. • Building layout to fit within the two existing parcels of land. • Schematic design package with site layout; including facility location, parking,

landscaping and other site features. • Driveways shall be constructed to accommodate pedestrian/personnel traffic

as well as a separate designated driveway area for fire apparatus traffic. • A paved pedestrian-friendly parking area; complete with roadway grade

painted parking lot markings. • A heavy-duty paved or concrete fire apparatus driveway immediate off the

existing roadway; complete with roadway grade painted markings. • Driveway design shall ensure the safe and adequate turning radius of fire

apparatus, as well as accommodate exterior parking of all apparatus. • Site design to ensure exterior property grading, access around the building

perimeter and adequate stormwater drainage. • Appropriate LED outdoor lighting and landscaping to suit the facility use • Appropriate emergency exits and stairways exiting the facility. • Meet all accessibility standards; including ramps, barriers, handrails and a

non-proprietary elevating device with access to both floors (if there are multiple floors).

• Design must consider Municipal Low-Impact Development (LID) design, Active Transportation (AT) and Active-Living strategic plans.

13. General facility design shall include the following:

• Schematic design package with building interior layout; including proposed room and equipment layout, linear dimensions as well as square footage calculated for all rooms.

• Municipality requires a best-in-class fire station facility; with maximum efficiency, flexibility, sustainability, durability with low maintenance materials noted as key design goals. An effective life cycle of 50 years minimum is expected. A modern and functional facility design is mandatory.

• Facility design and construction to meet requirements of post-disaster designation.

• Provide rated roof space access hatches to access all roof space cavities, in accordance with Building Code requirements.

• Barrier-free accessible washroom facilities on each floor (if more than one floor); complete with all fixtures, signage and appurtenances; main floor washrooms to include showers; washroom facilities require access from both the firehall and directly from the apparatus bays.

• Minimum of one (1) accessible family washroom with shower (all gender); complete with all fixtures, signage, privacy screens and appurtenances.


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• General collaboration spaces shall be barrier-free; including kitchen, training hall, board room, lounge space and exercise room.

• Include adequate potable water fill stations throughout the facility. • Provide a well-insulated building envelope system as part of the overall

energy conservation strategy. • Infrastructure for interior, exterior and entrance signage, including support

structure and lighting wiring access to be provided. • Utilize high-efficiency LED lighting throughout the facility. • Include complete building security system with fob type access system, with

building alarm system and CCTV system viewable from the radio room. • Include an external public entrance with vestibule. • Building shall include an assessment of the existing HFD generator for back-up

power • Control system shall include necessary upgrades for an automatic transfer switch

for automatic transfer to the backup generator.

14. Apparatus bay design shall include the following (sizes are approximate, except where minimums are indicated), or recommended alternatives to fit existing land parcels: • Four (4) back-in apparatus bays, minimum 18’ wide x 50’ long x 18’ high; plus

one (1) apparatus and wash bay, minimum 18’ wide x 75’ long x 18’ high (preferably drive-through type), or Three (3) back-in apparatus bays, minimum 18’ wide x 50’ long x 18’ high; plus two (2) apparatus and wash bays, minimum 18’ wide x 75’ long x 18’ high.

• Overhead doors are to be pre-finished steel sectional heavy-duty type with minimum R15 thermal value, with rectangular double-glazed panels (full width) within the 3rd panel from FFE; complete with power operators, and warning system to ensure doors are fully opened.

• Breathing Apparatus (BA) charging room, including fresh-air intake system, 150 sf

• Fire equipment storage room, 400 sf • Gear stalls, minimum of 60 units, 900 sf • Turnout laundry room, 200 sf • Ventilation system to ensure safe accommodation of exhaust from apparatus,

gear and other equipment. • Comms tower installed and grounded, tower 30-50’ above the facility roofline

to support antennas for two VHF radios, two TMR radios, one HAM radio and scanner antenna.

• Mechanical, boiler/heating and electrical rooms.

15. Firehall design shall include the following (sizes are approximate, except where


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minimums are indicated): • Ground Floor Radio room, 120 sf • Office Manager office, 120 sf • Fire Chief office, 120 sf • Deputy Chief office, 120 sf • Crew lounge, 400 sf • Exercise room, 450 sf • Training hall, with exterior entrance, 1450 sf • Kitchen facility, with ventilation hood approved by Building Code, 400 sf • Board room, 360 sf • Accessible washrooms, with showers and change rooms • Custodial and miscellaneous storage rooms

16. The design presented by the proponent must be characterized by innovative energy conservation and innovative environmental “green” concepts (including heat recovery, dehumidification, air conditioning and ventilation). Consideration must be given to initiatives that may maximize potential funding that reduce energy consumption and greenhouse gas emissions eligible under the FCM Green Municipal Fund (Capital Projects funding stream), and other similar grant programs. https://fcm.ca/home/programs/green-municipal-fund.htm

17. Building design should incorporate the following efficiency considerations: • Consideration given to a Net Zero building • Passive building design; attention given to site orientation, solar shading and

daylighting; window to wall ratios less than 40% • Well insulated and sealed envelope; minimum true R-30 walls and R-40 roof;

high-performance windows, triple-glazed, composite framing, inert gas filled; reduced air infiltration (less than 0.6 air changes per hour); air curtain for bay doors

• Smart building controls, LED lighting and Dedicated Outdoor Air System (DOAS) • Highly efficient heat heating and cooling systems, sided based on passive gains • Maximize on-site solar electricity generation • Target Energy Utility Intensity (EUI) of the building to be 100-150 kWh/m2

18. Facility and property shall be designed and constructed to “mirror” Canadian LEED

Silver Certification standards (however formal certification is not required). https://www.cagbc.org/CAGBC/Programs/LEED/LEED_Canada_Rating_System/LEED_Canada_Rating_System.aspx

https://fcm.ca/home/programs/green-municipal-fund.htm

https://www.cagbc.org/CAGBC/Programs/LEED/LEED_Canada_Rating_System/LEED_Canada_Rating_System.aspx

https://www.cagbc.org/CAGBC/Programs/LEED/LEED_Canada_Rating_System/LEED_Canada_Rating_System.aspx


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19. Facility shall be designed and constructed with adequate rough-ins to support future installation of solar-panels or renewable-energy concepts, as well as future electric-vehicle charging systems.

20. The facility will be designed in accordance with good engineering practice, and the latest applicable provincial and local code requirements, including: • CSA B52 – Mechanical Refrigeration Code • CSA B51 – Pressure Vessel & Piping Code • AWSI B31.5 – Refrigeration Piping Code • National Building Code • ASHRAE Standards • IIAR Standards

21. Proponents shall prepare designs based on the facility being interpreted with an importance factor “Normal” as per NBCC Table 4.1.2.1.

22. These objectives shall be used as a guide to develop proposals for the design of the Hantsport Fire Station. Proponents are encouraged to be innovative while ensuring that the proposed approach and work plan achieve the fundamental objectives set out within the financial constraints presented.

23. The successful proponent will meet with the Municipal Engineering Staff and Hantsport Fire Department (HFD) Fire Chief to develop a better understanding of the objectives for the fire station, confirm the proposed work plan and deliverables, and establish lines of communication and areas of responsibility between the successful proponent and Municipality. These meetings will establish the design and construction milestones and timelines.

24. The successful proponent will formally present their facility design plan, milestones and timeline to Municipal Council at Committee of the Whole.

25. Tentative project timeline, as follows:

• Invitation call for proposals – May 29, 2020

• Request for proposals deadline – June 25, 2020

• Review and recommendation for Committee of the Whole - July 14, 2020

• Commencement of project design following Council approval – July 28, 2020

• Plan to Release to Build Tender – January, 2021

• Plan for Selection of Build Contractor – March, 2021

• Plan for Construction Commencing – April, 2021


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• Plan for Construction Complete – November, 2021

26. Proponents shall allow for meetings through all project phases as necessary to fully develop the drawings and specifications and administer the construction contract. Proponents shall provide minutes of all meetings. Minutes are to be distributed within five days of each meeting.

27. The following table illustrates the Municipality’s minimum expectations regarding number of meetings per project phase:

Project Phase Number of Meetings Expected Meetings Existing Site Conditions and Design & Technical Requirements

Two • Kick Off Meeting • Design Requirements Meeting

Schematic Design Two • Concept Design Presentation • Schematic Design Presentation

Design Development Three • Contract Documents One • 75% Package Presentation Pre-Tender Review One • 95% Tender Package

Presentation Tender Phase One • Bidder Brief Contract Administration and Commissioning Services

Bi-Weekly Meetings •

Close Out and Record Documents

Two • Deficiency Walkthrough • Final Inspection

Warranty Phase Services Four • Quarterly Inspection

28. Project constraints include the following: • Approved Project Funding. • Changes to the Scope of Work and the requirements provided are only to

proceed within the Change Management approval process.

29. Project assumptions include the following: • The project will commence immediately after award of contract and proceed

through the tasks to project closeout. • The project will be delivered through a Lump Sum Contract with a single General

Contractor. • FF&E will be tendered or awarded as a separate package. • Building has an expected life span of minimum 50 years. Decisions are to be

based upon this lifecycle. • Proposed project budget is sufficient to meet the program requirements. • Further environmental testing will be completed by the proponent:

o Geotechnical Report, as required (Municipality will provide a preliminary geotechnical report when completed, end of June, 2020)

o Hazardous Materials Reports for both buildings, and site


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30. The designated municipality Project Manager will be the sole point of contact. The Project Manager will coordinate meetings with the technical team and other Municipality representatives as necessary to develop and progress the project.

31. Project phasing shall be comprised of the following:

• Existing Site Conditions and Design & Technical Requirements

a. It is expected the Consultant shall review the facility, existing conditions, land parcels, drawings provided by the Municipality, and the recent assessment reports.

b. Consultant will be provided with existing files for use and reference for this RFP and for work on the project.

c. Review the files provided, visit the site and take measurements, refer to the original construction drawings to create project specific baseline drawings representative of the facility, developed in sufficient detail as necessary for the scope of work for this project.

d. Conduct site visits and observations as needed to complete the project work. Use appropriate safety equipment, training and guidelines when on roofs, inclines, or mechanical rooms or dangerous areas. Supply all necessary inspection equipment.

e. Prepare detailed drawings indicating existing infrastructure.

f. Investigate any concealed infrastructure in walls, floors and ceilings as necessary to complete the work.

g. Review of the Design & Technical Requirements provided to address any gaps in information; develop the details further with the Project Manager and technical team as necessary.

h. It is anticipated that the Consultant will complete the Existing Conditions work in parallel with further development of the Design and Technical Requirements.

i. Review notable findings and recommendations from this phase of work with the Project Manager to advance the development of a recapitalization strategy.

• Schematic Design

a. The intent of the Schematic Design phase is to review options for the implementation of the Design and Technical Requirements, graphically communicate the elements and relationships within the existing facility and communicate the options and approaches to the recapitalization strategy.


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b. Consultants shall provide a preliminary evaluation of the proposed project and budget, each in terms of the other, for the reference and consideration of the Municipality.

c. As an indication of the level of necessary detail, the Schematic Design documents will be organized to include sufficient information to describe the intent of the recapitalization strategy across all disciplines, but not be limited to the following:

• Preliminary Code Review

• Site Plan

• Floor Plans

• Building Sections

• Elevations

d. Documents shall consist of drawings and other documents appropriate, in the opinion of the Project Manager, to describe the size and character of the entire project as to architectural, structural, mechanical, electrical, IT, signage and wayfinding systems, materials and such other elements as may be appropriate. Sufficient detail is to be provided to fully interpret the Design and Technical Requirements and review the associated costs at a schematic level.

e. A Class ‘D’ cost estimate is required to be submitted for review and acceptance by the Project Manager. Include breakout for options and alternatives under discussion, if any, during the Design Development phase.

f. At the completion of the Schematic Design phase, the Consultant team will prepare and facilitate a presentation to the full Technical Team. The location and date of this presentation will be coordinated with the Project Manager.

g. The Technical Team shall review the Schematic Design submission during the review period as noted on the Project Schedule and may request changes or further clarifications.

h. The Project Manager will review with the Consultant any required changes resulting from the Schematic Design review; changes to be incorporated into the next phase of the project drawing development.

• Design Development

a. Only after the Schematic Design documents have been prepared, presented, submitted, and signed off by the Project Manager may the Consultant


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undertake the Design Development phase.

b. The intent of the Design Development phase is to develop and graphically communicate the detailed elements and relationships which were established at the conclusion of the Schematic Design phase.

c. Documents prepared for approval and sign off at the end of the Design Development phase shall consist of drawings and other documents appropriate, in the opinion of the Project Manager, to describe the size and character of the entire project as to architectural, structural, mechanical, electrical, IT, signage and wayfinding systems, materials and such other elements as may be appropriate. Sufficient detail is to be provided to fully interpret the Design Development phase and review the associated costs.

d. As an indication of the level of necessary detail, the Design Development documents will be organized to include, but not limited to, the following:

• Site plan

• Floor plans: new layout, finishes, furniture

• Reflected ceiling plans

• Interior building sections / elevations

• Building elevations

• Structural drawings

• Mechanical drawings

• Electrical drawings

• Signage

• Furniture

• Outline specifications

• Preliminary finish materials / colour selections

e. The Consultant shall submit a code review demonstrating compliance with applicable codes.

f. Prepare a project implementation reference document outlining the project execution approach, complete with project specific commentary and recommendations.


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g. A Class ‘C’ cost estimate is required to be submitted for review and acceptance by the Project Manager. Include breakout for options and alternatives under discussion, if any, during the Design Development phase.

h. At the completion of the Design Development phase, the Consultant team will prepare a presentation to the Technical Team for their review and comment. The location and date of this presentation will be coordinated with the Project Manager.

i. The Technical Team shall review the Design Development submission during the review period as noted on the Project Schedule and may request changes or further clarifications.

j. The Project Manager will review with the Consultant any required changes resulting from the Design Development review; changes to be incorporated into the next phase of the project drawing development.

• Contract Documents

a. Only after the Design Development documents have been prepared, presented, submitted, and signed off by the Project Manager may the Consultant undertake the Contract Documents phase.

b. The intent of the Contract Documents phase is to prepare drawings and specifications to set out the requirements for the construction of the project, and to maximize competitive bidding of contractors, sub-trades, and suppliers. Sole sourcing of components will only be permitted with written approval from Project Manager.

c. The Consultant shall provide a 75% complete set of drawings from all disciplines for review and comment. Provide one (1) set bound drawings and pdf format. Revisions required because of the review are to be incorporated into the project drawing development.

d. The Contract Documents will be organized to include, but not be limited to, the following:

• Site plan

• Demolition plans

• Floor plans: architectural, reflected ceiling plans, finishes

• Engineering drawings: structural, mechanical, electrical, IT

• Interior Elevations / Sections


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• Details, Schedules

• Door and Hardware Schedules

• Signage: Corporate, Interior facility, HRFE wayfinding and Regulatory signage

• Furniture and fixtures

• Specifications

• Finish materials / colour boards

e. The Consultant shall prepare and be entirely responsible for the technical specifications comprising all required sections of the National Master Specification (NMS) as published by Construction Specifications Canada.

f. Use of the NMS shall not relieve the Consultant of the responsibility for the content of the project specifications.

• Pre-Tender Review

a. The Consultant shall provide a 95% complete set of drawings one (1) bound copy and pdf from all disciplines for review and comment, a minimum of 15 business days before the agreed tender out date.

b. Prepare a Pre-Tender Class ‘A’ Estimate to be based on the 95% complete drawing set and submit the Estimate to the Project Manager five (5) business days before the agreed tender out date.

c. Provide break out costing for options still under consideration, to bring the design into compliance with the approved funding or for inclusion as Cash Allowances or Separate Price items on the Bid Form.

d. Municipality review of the 95% submission will be completed within ten (10) business days of receipt with changes to be incorporated into the tender issue documents or by addendum as agreed with the Project Manager.

• Tender Phase

a. Provide in electronic format, one (1) AutoCAD, one (1) pdf copy of the drawings and one (1) Word and pdf copy of the specifications.

b. All drawings to be stamped by qualified professionals licensed to practice in Nova Scotia.

c. Provide jpg format photo files of finish materials / colour boards.


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d. Incorporate requested changes (if any minor changes are outstanding) by Addendum.

e. Municipality shall provide the Instructions to Bidders, Tender Form, the Contract between Municipality and the Contractor, the General Conditions and Supplementary General Conditions of the Contract for editing and modification by the Consultant. Consultant to prepare Division 1 section of the specification. Documents to be based on Municipality standard sections where applicable. Modifications to these forms are subject to the approval of the Municipality.

f. Attend site meeting with potential bidders, answer questions, prepare meeting notes for inclusion in an Addendum.

g. Review alternatives to specified products.

h. Prepare Addenda as needed.

i. Review received bids and provide comment within 5 calendar days.

j. Provide Issued for Construction drawings and specifications, to capture revisions made during tender or post-tender phase.

k. Provide for authorities having jurisdiction:

• Provide schedules as required for building permits.

• Make changes if required by the authorities having jurisdiction.

• Application and cost of building permits is by the Municipality.

• Contract Administration and Commissioning

a. Review construction schedule and projected cash flow schedule, review and report against Municipality’s anticipated construction duration.

b. Provide site instructions, details, and change orders required to complete the work.

c. Attend bi-weekly construction meetings.

d. Review shop drawings, mock-ups, samples and submittals.

e. Evaluate contractor’s proposed substitutions, and revise documents as appropriate.

f. Regularly review the work at least every 2 weeks, and provide site reports, and provide recommendations on quality, unfinished work and conformance to Contract Documents.


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g. Municipality expectation is less than 5 business day response for all contract administration items.

h. Review and make recommendations on Contractor’s progress claims. Contract documentation interpretation.

i. Building commissioning; provide system commissioning and verification of all architectural, mechanical and electrical and controls work.

• Close Out and Record Documents

a. Review maintenance and operation manuals.

b. Review Contractor’s as-built drawings.

c. Create and provide record drawings to the standards and requirements as noted in ‘Reporting and Deliverables’.

d. Provide comprehensive paint and finish schedules, including color selection, finish, suppliers, and manufacturers.

e. Review turnover materials.

f. Issue Substantial Completion certificate.

• Warranty

a. Review all warranty letters.

b. Provide direction on warranty issues.

c. Review corrective warranty work.

d. Make recommendations for 3rd party testing, if required.

e. Inspect work and attend warranty meetings every 3 months. Warranty period will be 12 months from Substantial Completion of the construction work.

• Project Management

a. The Consultant shall designate in their proposal, a Project Manager. All coordination for services between the Municipality and the Consultant shall be the responsibility of the Project Manager. The Project Manager shall ensure that any substitutions in proponent team personnel are approved by Municipality’s Project Manager before proceeding.

b. Report to the Municipality through a review process and meetings at various stages of the work program. The work progress shall be measured against a defined budget and work schedule.


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c. The Municipality recognizes that the project management is an essential part of this project, therefore a written monthly progress report is required to be submitted and consist of the actual schedule achieved overlaid on the original approved base schedule. For instances where the schedule has not been achieved a brief written explanation as to why shall be included. The progress report can be submitted either as a hard copy or as an attachment to an electronic e-mail.

d. Meet and liaise with regulatory bodies, utilities, stakeholder groups, other levels of government, and members of the community, as required.

e. Provide copies to the Municipality of all correspondence related to the project including agreements reached on behalf of the Municipality.

f. The Consultant’s team shall be composed of qualified professionals, licensed to practice in Nova Scotia, as appropriate, including but not limited to the following:

• Architect

• Structural Engineer

• Mechanical Engineer

• Electrical Engineer

• Cost Consultant

• Reporting and Deliverables

a. Documents prepared for approval and sign off at the end of each design phase shall consist of drawings and other documents appropriate, in the opinion of the Municipality’s Project Manager, to the size of the project illustrating the scale and relationship of the project components in sufficient detail to fully interpret the design requirements and review associated costs.

b. The Consultant shall submit three (3) full size paper copies of the Technical Design Requirements, Schematic Design, and Design Development documents, and one (1) paper copy of the 75% and 95% Contract Drawings and one (1) electronic copy with each submission. The cost of the paper copies will be paid for by the Consultant.

c. Consultants shall provide AutoCAD .dwg format drawings if, and when requested.

d. Create and provide record drawings in hardcopy, pdf and the latest AutoCAD version. All Xrefs must be bound. Record drawings to be stamped by


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appropriate licensed professional Engineer or Architect.

e. All deliverable documents must be submitted electronically, in organized indexed .pdf format.

f. Cost estimates shall be prepared appropriate to the level of information available at that point in the project and following the ‘Royal Architectural Institute of Canada’s, Canadian Handbook of Practice for Architect’ in preparing the estimate.

g. Reports, drawings, and calculations shall be in metric units. Reports and drawings shall be stamped by an Architect or by a Professional Engineer registered to practice in Nova Scotia. Drawings shall be to a scale appropriate to the design depiction and shall comply with the Municipality’s standards.

h. Within 28 days of Substantial Completion, the Consultant shall prepare electronic copies of all information (reports, drawings and calculations; e.g., spreadsheets, computer model data files, etc.) which shall be provided to the Municipality on a USB flash drive. All reports are to be provided electronically, each as a single .pdf file that includes the report text and all figures, diagrams, and drawings presented. In addition, drawings shall be provided in AutoCAD Current Version format and reports shall be provided in Word format.

i. The Consultant shall provide a label for the project flash drives with the following information:

• Title: 2020 Design Consultant Services for Hantsport Fire Station

• RFP #: WWHPW20-08

• Date:

• Consultant:

j. All material produced and information collected by the Consultants in performance of this terms of reference shall become the property of the Municipality. All material shall be kept confidential by the Consultants unless authorized in writing by the Municipality.



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SUPPLEMENTAL ATTACHMENTS – SECTION 4

4.1 General Site Layout Drawing
